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Admissions Evaluator II

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Position Details

Position Information

NBAPOSN Title

Working Title Admissions Evaluator II

Brief Position Overview

The Office of Admissions is a dynamic team working together to support the admissions processes for new and prospective students to MSU Billings ( MSUB ). This position performs a variety of support tasks for all prospective, transfer and readmit students, as well as faculty and staff at MSUB . This position assists prospective students to pursue their educational goals while continuously improving their recruitment, application, and matriculation experience. This includes supporting all five colleges across MSUB by providing outstanding customer service and guidance to matriculate prospective students and their supporters from their first inquiry to enrollment.

Position Number

Department Admissions & Records

Division Student Access and Success

Appointment Type Classified

Contract Term

Semester

If other, specify From date

If other, specify End date

FLSA

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Yes

Compensation Hourly

Salary Salary range of $ 17.00 to $ 19.50 hourly, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

Montana State University Billings is a preferred employer in the region-WE WANT YOU !

The following are reasons why you should join our team:

+ Work-life balance

+ Holidays-10 paid holidays per year and 1 Floating Holiday

+ Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)

+ Sick Leave – Earned at an accrual rate of .0416125 for each hour in pay status.

+ Employee and Dependent Tuition Waiver

+ Opportunities to engage in professional development opportunities

+ Committed to employee wellness and access to a robust Employee Assistance Program

+ Medical Benefits that are robust and affordable

+ Visit MUS Benefits to learn more about our benefit package including

+ Medical, Vision, and Dental

+ Life Insurance and Long Term Disability are incorporated into our benefit

+ Learn more about our retirement benefits at MUS Retirement.

+ Opportunities for career growth and a variety of career paths

+ Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.

Duties and Responsibilities

The Admissions Evaluator will be responsible for:

Admissions:

Review, enter and update undergraduate admissions applications and cross train in graduate admission functions and processes

+ Make admissions decisions for acceptance, following MSU Billings and state guidelines; consult with Associate Director of Admissions, Evaluations

+ Generate admissions correspondence to applicants regarding receipt of application materials with 48 hours of receipt of documents

+ Send follow-up letters as needed to inform students of information or other documentation required which may include the following: immunization records, ACT or SAT scores, high school transcripts or high school equivalency records, transfer transcripts, residency information, and security questionnaire

+ Generate admissions correspondence regarding official acceptance to MSU Billings

+ Assess initial residency status for applicants

+ Evaluate high school transcripts for admission requirements, early high school credits, etc.

+ Maintain accurate, updated student admission files

+ Interact with prospective students and families to provide excellent customer service via e-mail, phone, and in-person

+ Enter ACT and SAT scores that are received via paper

+ Utilize document imaging for transcripts

+ Coordinate with the Lead Evaluator or Associate Director of Admissions Evaluation on the application processing and initial communication with students with security questionnaires

+ Help maintain and manage admission files and documents for applicants who matriculated

+ Responsible for daily import of all undergraduate application data into Banner utilizing Axiom software

+ Coordinate with City College on “Special Admits”

CRM (Radius), Axiom, and Banner Management:

• Review Admission files in Reach/Axiom daily; check to ensure all data imported correctly

• After review, follow process to import all data to Banner/ REACH

• Review application data once imported to ensure accuracy

• Adjust data fields if needed; work with CRM Database Manager to troubleshoot if necessary

• Assist with testing in the three systems to identify issues or when upgrades are needed

Records:

• Finalize admissions application completion

• Maintain accurate/up to date tracking records in all required software platforms for all application materials

• Maintain organized paper filing system for all admission applications

• Purge documents as appropriate for applicants who did not attend

• Help manage files for applicants who matriculated in adherence document management guidelines

• Collects student health records as required by the State of Montana, disseminates immunization requirements to prospective students, and forwards proofs of immunization to Student Health Services.

Recruiting:

• Provide materials and directions to prospective students by distributing information, answering basic questions about applying for attendance, and directing individuals to appropriate Advising & Career Services personnel

• Assist with case management of applicants and explain steps needed to complete outstanding requirements

• Refer to other offices as needed such as Financial Aid and Scholarships, Business Services, Housing and Residential Life, and all MSUB campus programs and student support services

• Follow-up with students who send transcripts without an admissions application to increase conversion of applicants.

Student Service:

• Assist in covering the Admissions office front desk at University Campus and City College

• Answer basic questions covering the various services at MSUB and determine when a student needs to be referred to recruitment/admissions counselors and other Admissions personnel, Financial Aid and Scholarships, or Advising and Career Services

QUALITIES :

• High-level of professionalism and creativity

• Ability to seek out opportunities and venues to support new, returning, and transfer students in the admissions process

• Proven ability to relate well to people and work with a wide array of students

• Proven ability to work well both independently and as a team

• Demonstrated strong communication, interpersonal, and organizational skills with the added ability to provide attention to detail

• Ability to navigate computer programs including Microsoft Office Products

• Willingness and ability to travel for professional development opportunities

• Willingness to work an occasional shift outside of regular business hours to promote MSUB Admissions events and outreach efforts

• Possess or be eligible to obtain a valid driver’s license

Required Qualifications – Experience, Education, Knowledge & Skills

Education Required: Successful completion of a postsecondary certificate, including a high school diploma or GED .

Experience Required: Customer service and data entry

Preferred Qualifications – Experience, Education, Knowledge & Skills

Education Preferred: Associate degree

Experience Preferred: Banner experience, or experience working in higher education software platforms, including Ellucian products. Experience working with diverse populations

The Successful Candidate Will

Special Requirements

Physical Demands

This position has supervisory duties? No

Posting Detail Information

Announcement Number STAFF - VA - 2600016P

Number of Vacancies 1

Desired Start Date

Position End Date (if temporary)

Open Date 09/17/2025

Close Date 10/22/2025

Open until filled No

Special Instructions Summary

Quick Link for Internal Postings https://employment.msubillings.edu/postings/7521

Diversity Statement

Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University Billings makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, [email protected].

MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm (%20http://www.msubillings.edu/humres/eeos.htm)

Applicant Documents

Required Documents

+ Resume (or CV)

+ Cover Letter

+ List of References (3 or more)

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).